Accounting

Transportation and Travel Procedures

The North Orange County Community College District strongly supports professional development and learning opportunities through a variety of means. When travel is required, employees should submit a travel requisition prior to attending approved workshops, conferences, or any other District-related business.

Cypress College, Fullerton College and School of Continuing Education faculty and staff work with their respective budget officers and through their campus procedures to submit a travel requisition, which is then routed to the District Office Accounting department. All District Staff work directly with the appropriate District accounting specialist to submit a requisition.

The vendor will be the employee's name that is requesting to travel. You can search on the flashlight to see if the employee has an @ number already assigned to them. If they do, please enter it in the Vendor number field. If not, type the legal name of the employee as it appears on the payroll records.

The commodity code will be 3TR.

Under the item text, type in:

The organization sponsoring the conference

The name of the conference

The inclusive dates of the conference

The City and State where the conference is being held

The reason for attending

Breakdown of cost

The amount will be the total estimated cost of the conference. This includes the registration fee, hotel fees, airplane tickets, mileage costs, meals, etc.

Submit your requisition for approval.

Once the requisition has been approved, the District Accounting Office will assign a P.O. number for the travel.

If your travel includes a hotel stay, please turn in a Hotel/Motel Transient Occupancy Tax Waiver Exemption Claim for Government Agency form to the front desk when checking in. By completing and signing the form, you certify that you are an official representative of a governmental agency that is paying for the accommodations. The hotel will keep the completed form on file to support its waiver of the tax. Transient Occupancy Tax rates vary from city to city, and certain cities do not exempt local government employees from Transient Occupancy Tax, even when traveling on official business. You will need to verify with the hotel.

After a P.O. number has been assigned, an employee may request prepayments by performing the following procedures:

Send an email to the District Accounting Office using the email address: travel@nocccd.edu

The email should include:

The name and address of the vendor the check should be made payable to and mailed to

The amount of the check

The due date of the check

The employee's name and P.O. number

Send all attachments (i.e., registration form, hotel receipts, travel agency invoice, etc.) directly to the District Accounting Office. The attachments should indicate the P.O. number and email date.

If round trip mileage is 20 miles or greater, provide mileage supporting documentation such as Google, Map Quest, etc.

A Travel Expense Report (download the travel expense report form by clicking on the blue box at the top of this page) must be filed with the District Accounting Office within 60 days of your return from travel. This is extremely important since this is the only way that any unexpended funds will be disencumbered. All original receipts from your travel must be attached. Visit the Reimbursement Rates page for current travel-related reimbursement rates.

Please refer to BP 6360 Travel for additional guidance on the District's policies related to travel.